In today’s fast-paced world, small businesses thrive on customer service, efficiency, and accessibility. For a notary public, one of the simplest yet most impactful ways to grow a business and build a stellar reputation is by answering phone calls and promptly returning missed calls. Notaries often serve as vital cogs in significant legal and business processes, such as real estate transactions, affidavits, or powers of attorney. This makes every client interaction crucial.

Here’s why notaries should always make it a priority to answer their phones and promptly return calls from potential customers:

1. First Impressions Matter

When a potential customer calls a notary, it’s often because they need something done quickly and correctly. The first point of contact is the phone call, and that interaction sets the tone for how the notary’s business is perceived. If a customer’s call goes unanswered or isn’t returned in a timely manner, it gives the impression of unprofessionalism, unreliability, or a lack of commitment to customer service.

On the other hand, promptly answering the phone shows you are attentive, available, and reliable—qualities that can win over clients from the start.

2. Potential Customers Seek Immediate Solutions

Many individuals and businesses look for notaries at the last minute or have urgent needs. If a customer is faced with a voicemail, they may not wait around and will likely move on to the next notary they find. In today’s highly competitive environment, availability can make or break a potential business opportunity. Answering your phone ensures that you can address these last-minute or urgent requests before the client moves on to a competitor.

3. Building Trust and Rapport

For many notary services, such as real estate signings or legal documents, customers are entrusting the notary with sensitive or highly significant tasks. Answering the phone and communicating directly builds trust and rapport. Potential clients are more likely to hire a notary they can reach easily. Simple interactions like answering a call or returning a missed one allow the customer to ask important questions, clarify uncertainties, and build confidence in the notary’s ability to handle their needs.

4. Clear Communication Reduces Errors

Miscommunication can lead to costly errors. Answering phone calls gives notaries the chance to ensure the caller understands the requirements, appointment time, location, fees, and necessary documents. When communication is seamless, there’s less room for misunderstandings, missed appointments, or incomplete paperwork.

If a notary doesn’t return calls, there’s also a risk of important details getting lost, leading to frustration on both sides. Being accessible helps eliminate these potential problems before they arise.

5. Reputation Building and Repeat Business

A notary’s reputation can be their greatest marketing asset. When you consistently answer your phone or return calls, word-of-mouth recommendations will grow naturally. Customers appreciate notaries who are easy to reach and dependable. This kind of service leads to repeat business, and positive reviews—both of which are vital to the success of a notary business.

6. The Impact on Your Bottom Line

Ultimately, answering your phone translates to more business. Notaries who make themselves readily available have more opportunities to book appointments and offer their services. In the competitive world of notarial services, each phone call is a potential income source. By ignoring or delaying responses to inquiries, you may miss out on lucrative jobs.

7. Efficiency in Time Management

While it may seem time-consuming to constantly answer calls, having a system in place to handle phone inquiries can streamline your process. Many notaries designate specific times for call-backs or set up systems that direct clients to answer common questions. Even if you’re unable to answer immediately, returning calls within a reasonable timeframe can ensure you don’t miss out on opportunities.

Moreover, answering phone calls saves time by preventing scheduling errors or miscommunications that could result in lost business or wasted time at appointments.

8. Demonstrating Professionalism

Professionals in any industry are expected to be responsive and communicative. As a notary, when you respond promptly to phone calls, you demonstrate professionalism and accountability. Clients are more likely to respect your work, adhere to appointment schedules, and trust you with repeat business.

In conclusion, answering your phone and returning calls are simple yet powerful actions that can set your notary business apart from others. By being accessible, you not only increase the likelihood of gaining clients but also solidify your reputation as a dependable and professional service provider. Whether it’s a routine notarization or an urgent last-minute request, being available can make all the difference in turning inquiries into satisfied, loyal customers.

For notaries, a missed call can be a missed opportunity—so make sure your phone is always your best business tool.